What is user productivity?
Simply put, it's the amount of time it takes someone to accomplish a single task.
Some systems are so cumbersome it takes longer to use them than to do something manually. On the other hand, G Suite can produce the same or better quality work in a much shorter time, helping your users get more done in less time.
G Suite Saves Two Hours per Week
A report from Forrester states that G Suite can save the average worker two hours per week.
That’s an amazing statistic considering it seems like we're always asking everyone to do more work, without seeming to help them improve their productivity. One thing appears to be universally true: we love tools that make work easier.
While it can be difficult to measure at times, there are some tangible things you can look at to see if there truly is an increase in productivity once you've implemented some new tools, such as G Suite:
- Are they fewer emails in your inbox to accomplish the same level of collaboration?
- Are you spending less time coordinating collaboration sessions?
- Do projects or group tasks happen faster and take less overall time to complete than before using G Suite?
- According to Forrester's research, if you implemented G Suite, the answer to these kinds of questions would be "yes" — resulting in the average of two hours of time savings per user per week. That can add up over time. Like giving back to someone an extra 104 hours or two-and-a-half weeks per year.
Example of Productivity Improvement
Probably one of the best examples of increased productivity is editing a Word document.
One of the old ways starts with one team member creating the first draft or a suggested outline. This draft is sent to the team. "Change tracking" is on, so the original author could see changes. The author goes through each person’s edits and compares them to the original. Or perhaps he's already edited it since he sent it out. Now he's comparing a new version to an older one. He must use his judgment to accept some or all of the suggested changes, or modify even those edits.
This process would be repeated over and over until all of the feedback was either accepted or rejected, creating multiple versions with edits coming in after the fact. Deciding when to send out new versions is yet another dilemma. Does he do a new version as each set of changes comes in? Does he wait until they all come in? How long does he wait? And on, and on, and on.
Contrast that with the team reviewing the document online, in real time on their screens and suggesting changes. Choices can be discussed back and forth until there's agreement, word by sentence by paragraph by page. Once this process happens, the document is ready to go, saving both the time and labor needed for the material to be developed while improving the overall quality of the content. We no longer have to go through the same document over and over again with each new revision, sometimes taking days or weeks.
Collaboration While on the Road
An often-overlooked value to G Suite is that it runs on mobile devices as well. This means you can collaborate even while out of the office. Regardless of which device you're using, as long as you've got access to the Internet, you can stay in touch throughout the collaboration process using Google Hangouts and still be able to make a valuable contribution to the collaboration.
Another old way of collaborating was to set up a WebEx or screen-sharing meeting. It had to be scheduled with the video conferencing service, and links needed to be sent out. Only one person at a time could have control of the keyboard, lengthening the time it took to make suggestions and taking much longer to coordinate and finish the collaboration. Today, with real-time live collaboration using G Suite, you can instantly meet wherever your team members may be and work on the same documents without missing a beat – and without needing to share your screens because you can see each other typing or drawing on the page in real-time.
Importance of Training
It's also important to remember that having all of the great collaboration tools in the world won’t help if users don't know how to use them, or don't know how to use the tools in the context of their own internal processes. That speaks to the need for ensuring users get help both in using the tools and in integrating them into their daily processes.
Show users how they can deliver higher quality work as well. G Suite makes it easier for more people to provide more timely feedback and suggestions, which will lead to higher quality work.
Manage User Expectations
Managing user expectations is important. In most cases when they first start using G Suite it will be slower initially than their current system. That's because they know their current system and now they have to learn how to do what they do all over again using G Suite. But their slowness will soon turn around as they practice using G Suite and experience their first collaborations. Soon, as they use the new system their actions will become muscle memories, and they'll buzz right through it. With consistent training and practice, they'll start to achieve the two hours of saving per week — and possibly more.
Another focus for end-user training is helping them use the new tools in their specific processes. One of the best ways to ensure a successful migration and increased productivity is to optimize each process first. All too often existing processes evolve, but are not optimized. Extra steps are added to ensure quality, or fix a problem that should have been prevented in the first place. Take the time to map out each process, look for steps that can be eliminated or optimized. Once you've helped your users improve each process, take the time to figure out the best way of handling that with the new tools. You'll be surprised what a difference this will make.
So does user productivity really matter?
- It saves your users time and frustration.
- It gets and keeps your users more enthusiastic about G Suite.
- It saves your company money.
- It yields higher quality output in a shorter amount of time.
Originally published on August 15, 2017
Call Cloudbakers at (312) 448-7406 for a free planning session to see if it would speed your migration up and improve the quality of your transition by having us help you plan and manage your migration. We also have the ability to assist you with creating customized training specific to your needs and processes.